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04/13/2000 - Packet AGENDA TIGARD LIBRARY BOARD THURSDAY, APRIL 13, 2000 - 7:00 P.M. TIGARD CITY HALL—PUETT ROOM 13125 SW HALL BLVD. TIGARD, OREGON 1. CALL TO ORDER Chapman 2. ROLL CALL: BECK BRAUN CHAPMAN IRWIN KASSON TOLLIVER 3. Introductions. Chapman 4. Approve Minutes of March 9, 2000. Chapman 5. Agenda Additions and Deletions. Chapman 6. Call to the Public. Chapman 7. Monthly Report for March 2000. Walker 8. Friends of the Library Report. Burgess 9. CLAB/LDB Report. Walker 10. Library Construction Update. Chapman 11. Library Foundation. Chapman 12. Library Director Recruitment. Walker 13. Polaris Update. Walker 14. Board Communications. All (Reports from Board members on community and citizen activities) 15. Other Business. 16. Adjournment. JO ENSURE A QUORUM TO CONDUCT BUSINESS, PLEASE CALL CONNIE MARTIN OR PAULA WALKER AT THE LIBRARY (684-6537), IF YOU ARE UNABLE TO ATTEND. Agenda items-for future meetings:- TIGARD LIBRARY BOARD MINUTES March-9, 2000 Call to Order: 7:05 p.m., by Chair, David Chapman. Roll Call: Larry Beck, Anne Braun, David Chapman, Nancy Irwin and Sue Kasson. Staff: Paula Walker and Connie Martin. Introductions: None. Minutes: It was moved by Beck, and seconded by Braun to approve the minutes of February 10, 2000. Motion passed unanimously. Agenda Additions and Deletions: None. Call to the Public: None. Reports: February Monthly Report: The City received 39 applications for the position of Library Director. Bill Monahan narrowed that number to 10. Phone interviews were conducted and six candidates were asked to participate in the Assessment Center on March 16th and 17th. Two Library Board members will assist with the Assessment Center. Polaris seemed to perform better in February, but with only 96.6 percent up time. The downtime experienced in February was mostly due to a failed disk drive with the Microsoft Sequel Server and not directly related to Polaris. WCCLS has received the contract amendment back from Gaylord with minor revisions. The contract is on the Board of Commissioners' March 21St agenda for decision. Release 1.5 has been moved back to June. Gaylord will send representatives to the annual OLA Conference in April. They plan to host meetings for focus groups and may visit participating libraries during that time. Readers' Services staff continues to assess collection development. Staff is eager to see results and that data provided will give a clear sense of how to allocate and expend,collection development funds. The Electronic Resource Center (ERC) has been redesigned and configured to allow improved service to the public. Traffic flow has improved and more services are being provided at each workstation. Internet access is now offered at 11 workstations. The library had very successful movie nights. The showing of YA/Adult movie Never Been Kissed and children's matinee The Borrowers attracted 95 attendees. The Library lock-in drew 22 participants. It was so successful that there are plans to organize another lock-in in a few months. Young Adult Librarian, Marin Younker created a new feature on the Teen Web Page called "What to Read" to generate awareness of new titles'in the Young Adult area. Circulation reached a 26.4 percent increase over ky February 1999: Collection efforts are underway in hopes of retrieving lost materials or receiving payment to replace them. Database clean-up continues by updating the status of long overdue, lost or missing items or removing them from the system. Until Polaris can do this function on its own, staff must enter the .process manually. The library added a record- breaking 22 volunteers to its roster in February. Friends of the Library Report: Friends President George Burgess discussed with Library Board Chair David Chapman Library Foundation options and the Friends' purpose in the library organization. The Friends have a total of $36,000, of which $22,000 is available for projects or to help with a new library facility. The Friends approved the purchase of 2,500 more magnets. These magnets give the library hours and phone number and are given to patrons when they check out items. Burgess received communication from Reference Librarian Tony Greiner regarding the overflow of books at the Friends sale that needs to be sold. It-was agreed to sell any book at the Friends sale for $2 regardless of what type of book it is just until the backlog eases up. The "Cultural Passes" program is still pending. CLAB/LDB Report: The discussions at the CLAB and LDB meetings were similar. The Oregon Environmental Scan prepared for the Oregon Library Association Vision 2010 Committee was discussed. The scan includes information, projections and trends related to the economy, politics, education and demographics in Oregon; providing libraries with the information they need for the areas in which they operate. Meetings have begun with WCCLS staff and the Metropolitan Group to formalize the fall campaign process and agenda. Each librarywill participate, but at its own capacity. Library Construction Update: The Library Construction Committee interviewed three architects; all had strong qualities. The architect chosen to work with the Library Construction Committee, City and Library staff is BML Architects of Portland. The City will work closely with Cynthia Ripley of San Francisco., BML's library consultant. The Board discussed funding possibilities. At the February 17th meeting, BML discussed the process with the Library Construction Committee, creating focus groups consisting of seniors, members of the business community, volunteers, youth and parents to get an overview of needs. Two new members have joined the Library Construction Committee; Councilor Joyce Patton and volunteer Kathy Sleeger. LibraEy Foundation: Chapman explained that his time devoted to the Library Foundation project is limited. He has communicated with several interested people in the community regarding the concept of a foundation and is putting together a committee to look at the possibility of a foundation more closely. An initial meeting.may be scheduled for March or April. Board Vacancy Update.- The pdate:The City has received nine applications. The Mayor and City Council will review the applications and then interview interested applicants. A new Board member will be appointed at the April 11 to City Council meeting. Board briefly discussed Chapman's term ending June 30, 2000. He will re-apply for another four-year term. Board Communications:' Irwin mentioned that a letter was sent home with her child suggesting that when doing research on school projects they research information with the Multnomah County Library system instead of Tigard Library. Irwin suggested further communication with the school to ,educate teachers about Tigard's collection. Paula Walker replied that depending on the subject matter, an abundance of materials are made available and that materials can be pulled from the entire Washington County system. Walker offered to follow-up on the letter. Other Business: None. Adjournment: It was moved by Braun, and seconded by Irwin to adjourn the meeting at 8:20 p.m. The next meeting is scheduled for Thursday, April 131H MEMORANDUM TO: Bill Monahan, City Manager � FROM: Paula M. Walker, Circulation�ammnager DATE: April 10, 2000 SUBJECT: Library Monthly Report, March 2000 Personnel: A number of staff completed performance reviews or goal-setting sessions . this month. In what we hope will be the first of many such in-house training opportunities, Carly Ingvalson, Circulation Library Assistant, is helping Adult Services Librarian Kate Miller weed the fiction collection and in the process learning about weeding guidelines etc. Carly will work with Kate two hours per week for about five weeks. Training: Microcomputer Support Assistant Tina Ulrich attended a course on upgrading, maintaining and troubleshooting PCs. Sandy Birkner has trained several librarians on the Polaris bulk change function, which will allow them to withdraw items more efficiently. . She also began weekly MARC record training sessions with the Technical Services staff as part of her efforts to teach them professional cataloging procedures. Circulation supervisors and lead workers. have developed an extensive volunteer training program for new shelvers. "Training the Trainers" sessions began in March and will continue in April. The first volunteer training session will occur on April 11. Creating the training has been educational for the circulation staff in itself. As Circulation Supervisor Craig Carter put it, "Not only have we targeted specific areas for improvement, but we've also discovered that even among the four of us, we are doing some things differently from one another. That may be unsettling at first, but I'm hopeful that with this training we'll have much more .continuity and standardization of policies and procedures." Always an ongoing challenge. Our goal for this training is to promote consistency and accuracy in shelving among both staff and volunteers. Director Recruitment: The Assessment Center for the new director evaluated five candidates. Based on the outcome, three candidates were invited back the next day for one more interview. One candidate returned several days later to meet with the staff for half a day. At this writing, discussions between the City and the candidate are ongoing. Circulation: Circulation figures for March show that our growth trend over last year continues (either that or the circulation statistics more closely reflect reality than last year's counts.) TPL had 54,215 check-outs in March—a 15.7% increase over March 1999. Electronic Reference Services: Kathy Smith reported that "work in this area this month has been less about developing enhancements and more about trying to make what we already have work properly." To wit, doubling the number of Internet access stations has greatly increased the amount of time reference librarians spend instructing new users and troubleshooting hardware/software problems. Issues regarding the inappropriate use of the Internet involved both Beaverton and Tigard police this month. As a result, we may need to reconsider how we manage our Internet sign-ups and the networked printers used at the Internet stations. Staff is eagerly awaiting the arrival of a new director to providedirection regarding the need for additional Internet policies or procedures. Other libraries in the County are struggling with the same issues. We hope that the Pharos software requested in the 2000-01 budget will help us with some of the sign-up and length of use issues. Readers' Services staff also worked with Network Services to get the Tektronix color printer up and running. Another area in which the new director can provide guidance is in how we want to acquire new electronic resources. Tigard used to be a frontrunner in the county in providing electronic research tools. We were in the forefront with public Internet access. We had an extensive array of CD-ROM research databases that outshone other libraries in the county. In the past year, however, we have reduced the number of additional electronic resources we have acquired and stopped some of our subscriptions. The trend seems to be to piggyback on the electronic resources acquired by the County. The upside is cost-savings. The downside is the loss of unique or unusual resources. Should electronic resources be identical among libraries or, like the rest of their collections, should they differ among libraries to provide the public some options? This is an area for legitimate discussion among the staff and would benefit from the fresh perspective of a new director. Community Outreach: Kate Miller attended the Community Partners for Affordable Housing (CPAH) fundraising dinner and spoke highly of the authors who spoke there. She reported that Sheila Fink, CPAH director, spoke very warmly of the support the Tigard Library has provided them over the past few years. They have modeled their fundraising event after the Library's Adult Reading Program gala. Book Donations and Friends Book Sale: Tony reported that the work of our volunteer Margaret Tator, who checks our donated books, adds about $15,000 of items to the collection every year. The work of Kathy Sleeger, another volunteer, has generated several thousand dollars for the Friends' book sale so far this year. Collection Development: Mara Sani submitted a collection assessment report for our non-fiction collections. The assessment identified collections that were old and did not circulate well. The AdultNA History and Arts collections were determined to be in the greatest need for updating. Other areas that require attention are Religion; Social Sciences; Home Economics; Literature and Geography. Mara reports that based on the assessment, in the next few years, "we should replace 45% of the Adult/YA non- fiction collection and 42% of the juvenile non-fiction collection. If book prices do not increase and we purchase only paperbacks, the price tag for such a project would be around $220,000." She advises not spending more money on non-fiction from our current budget because it would take away funds from fiction, videos, picture books, music cassettes and books-on-tape, all of which circulate well. Another Kind of Collections: Linda Parker sent our first batch of patrons to collections since Polaris was installed. The value of lost items in this group totals $1,152. She is also sending the name of one individual who owes $900 in lost items. A Clean Sweep: The database clean-up continues with 120 long overdue items set to lost on patron's records and then deleting the item records from the system. The value of these items charged to patrons was $1,700. Polaris: The Library Directors voted to accept the proposed distribution of funds from Gaylord as a result of the contract amendment negotiations. Tigard is slated to receive $29,341 or 14.28% of the total distribution. The distribution formula took into account losses incurred in unrecovered materials, lost materials, lost fines and fees, additional staffing costs and net lender reimbursement losses because of Polaris. Technical Services: Technical Services staff continue to whittle away at the backlog in processing and cataloging items. As a result, the average time from when an item is received until it is placed on the shelf has decreased from 67.5 days in February to 56 days in March. Youth Services Highlights: One hundred and fifteen people attended the March movie night, "Sixth Sense." The most popular children's program in March was the Kids Tune Inc. musical performers, which drew 29 children and 26 adults. The plea for craft supplies in CityScape brought many welcome donations from the public, amounting to supplies valued at $200. Volunteers: The number of volunteer hours in March 2000 was up 10% from March 1999. The Volunteer Coordinator spent much of the month planning for April Volunteer Recognition events. The Library Recognition event will honor 31 volunteers at a mid- morning reception and celebration on April 13. A series of thefts from the volunteer lockers appears to have stopped since we tightened up security in accessing those lockers. Trish reports that staff and volunteers have been remarkably understanding during this time. Volunteer Type Number Hours Regular Volunteers 82 773.50 Youth Services 27 141.50 Local History 2 29.00 Adopt-a-Shelf 8 37.00 Library Board 5 11.50 Community Service 5 31.50 Friendly Visitors 5 23.00 Homework Center 7 31.50 Teen Idea Group 0 0.00 Library Expansion 0 0.00 Total 141 1,078.50 = 6.2 FTE " WORK INDICATORS MARCH 2000 MARCH 1999 MARCH 1998 Circulation - Total (from WCCLS) 54,215 46,828, 57,999 Adult Materials 27,404 Juvenile Materials 30,595 Total 54,215 46,828 57,999 Days of Service 29 29 28.5 Average Daily Circulation 1,870 1,615 2,035 Hours of Service 290.5 295 287 Materials Circulated per Hour 187 159 202 Increase in Circulation 15.7% -19.2% 8.8% Materials Added 1,841 1,175 1,565 Withdrawn 2,954 431 685 Borrowers Registered 366 -341 Adult Programs 40 111 178 (Number of sessions) (8) (16) (19) Story Time 45 39 0 (Number of Sessions) (2) (2) (0) Toddler Time 16 70 0 (Number of Sessions) (1) (4) (0) Special Programs 489 420 202 (Number of Sessions) (20) (24) (4) Children's Computer 129 64 N/A Word Processors 327 197 N/A Internet Users 2,788 1,782 1,121 Visitors (Gate count divided by 2) 21,838 22,461 23,888 Increase in Visitors -.03% -1.67% 32% Fines/Fees Collected $4,572.68 $1,025.08 $5,449.67 Gifts Received $ 0.00 $ 6.60 $ 21.25 ` No statistical report from WCCLS was generated. i LIBRARY BOARD CURRENT TERM EXPIRES/ ORIGINAL APPT. DATE LARRY BECK 06-30-01 / 09-12-95 10820 SW Pathfinder Way Tigard, OR 97223 Res: 620-1602 Bus: 626-2800, X2390 E-Mail: beckhome@easystreet.com ANNE BRAUN - VICE CHAIR 06-30-03 / 07-13-99 10920 SW North Dakota Street Tigard, OR 97223 Res: 670-1543 E-Mail: anneb40540@aol.com . DAVID CHAPMAN - CHAIR 06-30-00 / 06-09-98 9840 SW Landau Place Tigard, OR 97223-1016 Res: 246-3118 E-Mail: chapmans@teleport.com NANCY IRWIN 06-30-01 / 05-27-93 11135 SW 125th Place Tigard, OR 97223 Res: 590-8086 E-Mail: nancy@easystreet.com SUE KASSON 06-30-01 / 05-27-97 16570 SW 93rd Tigard, OR 97224 Res: 6207-9771 Bus: 670-0440 E-Mail: Skasson@hotmail.com JANE SMITH 06-30-02 / 04-11-00 9200 SW Elrose Court Tigard, OR 97224 Res: 639-4622 KEN TOLLIVER 06-30-03 / 07-13-99 10200 SW Katherine Tigard, OR 97223 Res: 684-8200 Bus: 531-2800, X6398 E-Mail: krt@orix-cac.com BOARD MEETS: 2nd Thursday, 7:00 P.M., Library Puett Room STAFF LIAISON: Paula Walker, Staff Liaison Revised 04/11/00